Research Communication: Cover page, abstract, purpose statement, qualification statement, progress report memo, annotated bibliography

PROGRESS MEMO MECHANICS

Progress memos inform interested parties about the status of a project. They are usually submitted regularly throughout the duration of a project and let readers know how the work to be accomplished is progressing—whether satisfactorily or not. As the author of a progress memo, you must be aware of your audiences’ needs and tell them what they need to know—not too little or not too much. You must anticipate what they expect to find in your memo and how they might use the information they provide. The standard sections of a progress memo include:

● Introduction​—name the project, define the time period covered by the memo, state your intent to inform readers about the status of the project.

● Work Completed​—specify the time period, divide the project into major tasks and report appropriate details of work completed.

● Work Scheduled​—explain the work that will occur on each major task in the next time period; ● Problems​— explain problems encountered with work completed and problems anticipated as

work continues; describe plans for handling problem areas. ● Conclusion​—evaluate progress to date; state plans for completing next phase of project

Progress reports have several important functions:

● Reassure recipients that you are making progress, that the project is going smoothly, and that it will be complete by the expected date.

● Provide their recipients with a brief look at some of the findings or some of the work of the project. ● Give their recipients a chance to evaluate your work on the project and to request changes. ● Give you a chance to discuss problems in the project and thus to forewarn recipients. ● Force you to establish a work schedule so that you'll complete the project on time.

Revision Checklist for Progress Reports

As you reread and revise your progress report, watch out for problems such as the following: ● Make sure you use the right format. Remember, the memo format is for internal progress reports;

the business-letter format is for progress reports written from one external organization to another. (Whether you use a cover memo or cover letter is your choice.) This assignment is internal.

● Write a good introduction – in it, state that this is a progress report, and provide an overview of the contents of the progress report.

● Make sure to include a description of the final project. ● Use headings to mark off the different parts of your progress report, particularly the different parts

of your summary of work done on the project. ● Use lists as appropriate. ● Provide specifics – avoid relying on vague, overly general statements about the work you've done

on the final report project. ● Be sure and address the progress report to the real or realistic audience-not your instructor. ● Assume there will be non-specialists reading your progress report, but don't avoid discussion of

technical aspects of the project – just bring them down to a level that non-specialists can understand.

PROGRESS MEMO MECHANICS WORKSHOP

Do you recognize the standard sections of a progress memo? Label the sections as you identify them in your peer’s work.

● Introduction​—name the project, define the time period covered by the memo, state your intent to inform readers about the status of the project.

● Work Completed​—specify the time period, divide the project into major tasks and report appropriate details of work completed.

● Work Scheduled​—explain the work that will occur on each major task in the next time period; ● Problems​—explain problems encountered with work completed and problems anticipated as work

continues; describe plans for handling problem areas. ● Conclusion​—evaluate progress to date; state plans for completing next phase of project

Furthermore, does the work do the following? Label these as well:

● A- Reassure recipients that you are making progress, that the project is going smoothly, and that it will be complete by the expected date.

● B - Provide their recipients with a brief look at some of the findings or some of the work of the project.

● C - Give their recipients a chance to evaluate your work on the project and to request changes. ● D - Give you a chance to discuss problems in the project and thus to forewarn recipients.